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The 'Not-To-Do' List for Scaling Your Vacation Rental Business

By Maria Flores Portillo Chief Revenue Officer, Beyond | June 2025

Scaling a vacation rental business is a lot like navigating uncharted waters. Working on the revenue management side of vacation rentals, I’ve seen firsthand how critical a revenue management strategy is in determining whether a business stays afloat or runs aground. Revenue management plays a pivotal role in scaling—it’s the compass that helps businesses make informed decisions about pricing, demand, and market trends.

The allure of growth can feel exhilarating, but without the right map, even the most experienced captains can find themselves off course. Plus, in today’s economic climate, old strategies won’t guarantee success. To thrive, you need more than just a checklist of best practices; you need to steer clear of the mistakes that can derail your ambitions.

Over the years, I’ve had the privilege of helping vacation rental businesses across the globe grow smarter, not just bigger, with smart revenue management as their foundation. From mismanaged resources to overlooked opportunities, I’ve seen how easily scaling efforts can falter. That’s why I’ve put together this “Not-To-Do” list—a guide to avoiding the pitfalls that threaten even the most promising businesses. With this roadmap, you’ll be better equipped to navigate the complexities of scaling while ensuring your business thrives in the long run.

1. Don’t Underestimate the Power of Data

In today’s highly competitive vacation rental market, relying on intuition or outdated methods can leave you behind while competitors refine their strategies. A data-driven approach is essential for making informed decisions, optimizing pricing, and staying ahead in a rapidly evolving industry.

  • Avoid Ignoring Market Trends: Pricing strategies that don’t adapt to seasonality and demand shifts can lead to missed revenue opportunities, especially when competitors are adjusting in real time.

  • Don’t Rely Solely on Historical Performance: While past data provides valuable context, real-time insights help you react to changing traveler behaviors and economic shifts faster than your competition.

  • Don’t Use Limited Data Sources: Relying on technology that uses a single data source will result in incomplete insights, putting you at a disadvantage against competitors leveraging broader, more dynamic datasets. Instead, look for solutions that use multiple data sources – including proprietary data.

  • Avoid Operating in Isolation: Keeping an eye on competitor strategies is just as important as tracking your own data. Ignoring their pricing, amenities, or marketing tactics can cause you to fall behind or miss key opportunities. Setting rates without considering the broader market can make your properties less appealing, whether they’re priced too high or too low compared to similar listings.

Investing in robust analytics tools ensures you’re not just keeping up, but staying ahead. By tracking performance metrics, market demand, guest behaviors, and competitor strategies, you can refine your approach, differentiate your listings, and capture more bookings in an increasingly sophisticated market.

2. Don’t Neglect Your Digital Presence

A strong digital presence is essential for success in the vacation rental industry. Your website, online listings, and even social media should be optimized to attract and convert guests. Relying solely on traditional methods—or exclusively on online travel agencies (OTAs)—can limit growth, cut into profits, and weaken your brand.

When it comes to your direct booking site, it should be more than just functional—it needs to be visually appealing, easy to navigate, and optimized for both desktop and mobile. A seamless user experience keeps potential guests engaged and increases conversions. Beyond your website, your online listings should be fully optimized with relevant keywords, compelling property features, and strong guest reviews to boost visibility and attract bookings. Social media is another powerful tool for showcasing your unique value and building trust with potential guests.

  • Avoid Having an Outdated Website: Your website is often the first impression potential guests have of your brand. Slow load times, poor navigation, or a lack of mobile optimization can drive guests away.

  • Don’t Ignore the Benefits of a Booking Engine: A direct booking engine allows you to foster guest loyalty and reduce dependency on third-party platforms.

  • Don’t Forget About Keywords: Your guests will find and book your rentals online, which means that your listings and direct booking website need to be optimized for search. Ignoring search engine optimization and OTA optimization means missing out on organic traffic that could lead to direct bookings.

3. Maintain Professionalism Without Sacrificing Guest Experience

As your business scales, professionalism and guest experience should remain top priorities. Cutting corners in these areas can lead to negative reviews, lost revenue, and a weakened reputation.

  • Avoid Poor Communication: Delayed or unprofessional responses to guest inquiries can deter potential bookings.

  • Don’t Overlook Property Maintenance: Guests expect high standards, and neglecting cleanliness or upkeep can result in bad reviews and lost revenue. As vacation rentals compete with hotels, maintaining a high level of service across all properties is key to guest satisfaction.

  • Avoid Subpar Photography: High-quality images are essential for showcasing your properties and attracting bookings.

Beyond professionalism, the guest experience should never take a backseat to growth. Today’s travelers expect personalization, consistency, and hospitality-level service.

  • Avoid Being Inflexible: A rigid, one-size-fits-all approach can alienate guests who value personalized experiences.

  • Don’t Dismiss Feedback: Ignoring guest reviews—positive or negative—is a missed opportunity for improvement.

Invest in professional services, whether it’s hiring a photographer, working with a property management company, or training your team in customer service. Prioritizing guest experience through personalization, consistent service, and active feedback collection will keep guests coming back.

4. Don’t Scale Without a Clear Plan

Expanding without a strategic roadmap can quickly lead to chaos. Many businesses make the mistake of growing too fast without a solid foundation, resulting in operational inefficiencies and missed opportunities. The short-term rental industry is especially complex, with regulations that vary by city, state, and local government. Staying informed about these rules—and consulting with legal and tax experts—ensures compliance and protects your business as you scale.

  • Avoid Expanding Without Resources: Growing your portfolio without the necessary resources (e.g., staff, technology, or capital) can stretch your operations thin.

  • Don’t Skip Due Diligence, Including Regulations Research: Before adding new properties, assess market demand, location potential, local regulations, and operational feasibility. Be aware of zoning regulations that may impact your ability to operate in certain areas and ensure your properties comply with local licensing requirements. And don’t forget that short-term rentals often have specific tax rules — neglecting these can lead to financial penalties.

  • Avoid Neglecting Existing Properties: Scaling shouldn’t come at the cost of the quality of service at your current listings.

  • Don’t Forget About Your Brand: Branding often takes a backseat during scaling efforts, but it’s critical for long-term success. A lack of a unique identity can make your business indistinguishable from competitors, and inconsistent branding across channels can confuse potential guests. Instead, develop a compelling brand story and ensure it’s consistently reflected in your marketing materials, guest communications, and property presentations. A strong brand builds trust and fosters guest loyalty.

  • Don’t Forget to Choose Tech That Can Scale With You: As your business grows, so do the complexities of managing pricing, occupancy, and market trends. A revenue management system that works for a handful of properties may not be equipped to handle a larger portfolio efficiently. Ensure your tech stack—especially revenue management solution—can adapt to new markets, changing demand patterns, and an expanding inventory. Look for solutions that offer dynamic pricing, automation, integration capabilities, and accurate data to keep your operations streamlined and competitive at any scale.

By keeping these points in mind, you can create a growth plan that aligns with your long-term goals and ensure you have the infrastructure to support expansion.

5. Don’t Overlook Automation and Technology

Manually managing operations becomes increasingly inefficient as your business scales. Yet, some businesses resist adopting new technologies, resulting in bottlenecks and operational inefficiencies.

  • Avoid Manual Processes: From pricing adjustments to guest communication, manual processes are time-consuming and prone to error.

  • Don’t Resist Change: Failing to adopt new tools or technologies can leave you lagging behind competitors.

  • Not All Revenue Management Systems Are Created Equal: Some tools provide only basic insights or rely on limited data sources, while others offer dynamic, real-time optimization. Choose a system that can scale with your business, leveraging comprehensive market data and automation to maximize revenue opportunities.

  • Be Honest About Internal vs. External Resources: Scaling requires recognizing what your team can handle in-house and when it’s time to bring in external expertise. Whether it’s outsourcing guest communication, working with a property management company, or investing in tech solutions, smart delegation allows you to focus on growth while ensuring efficiency.

Leverage property management systems (PMS), channel managers, and revenue management systems to streamline operations and maximize efficiency. Automation allows you to focus on strategic growth rather than day-to-day tasks.

Conclusion

Scaling a vacation rental business requires a delicate balance of strategic planning, adaptability, and a commitment to excellence. By avoiding these common pitfalls, you can position your business for sustainable growth and success in today’s fast-changing environment. Remember, growth is not just about adding more properties—it’s about building a business that thrives on strong foundations, data-driven decisions, and a guest-centric approach.

As you embark on your journey to scale, keep this “Not-To-Do” list in mind. Sometimes, knowing what to avoid is just as important as knowing what to pursue.

Ms. Flores Portillo

Maria Flores Portillo is Beyond's Chief Revenue Officer, where she is responsible for creating more efficiency and accelerating growth via the company's global sales, customer success, and strategic partnerships teams. Before stepping in as CRO, Ms. Portillo served as the Managing Director of Beyond's European operation, where she rapidly accelerated revenue in the region. She also ran global go-to-market teams at a number of companies, including Google and Singtel prior to joining the organization. As a technologist and self-proclaimed nerd at heart, Ms. Portillo has always gravitated toward disruptive trends: from mobile marketing to programmatic advertising and Artificial Intelligence. Often tagged as a "growth leader" due to her love for steep curve opportunities, she defines herself across two simple traits - she is very passionate about people and products, but also sharply analytical. According to Ms. Portillo, these traits have helped her navigate through enormous changes, create new revenue streams, successfully exit a company, and lead and grow teams into new industries.

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You hereby authorize HotelExecutive's Internet Payment Service Provider to charge your credit card to pay for your membership to HotelExecutive. You further authorize HotelExecutive's Internet Payment Service Provider to charge your credit card for any and all purchases of products, services in association with HotelExecutive. You agree to be personally liable for all charges incurred by you in association with your access or other use of any content provided by HotelExecutive or any third party in association with HotelExecutive. You acknowledge and agree that your liability for all such charges shall continue after termination of your access or any type of membership arrangement with HotelExecutive.

In the event that you have chosen to have your membership automatically rebilled, unless and until you notify HotelExecutive that you wish to cancel or terminate your membership to HotelExecutive, you hereby agree and authorize HotelExecutive's Internet Payment Service Provider to automatically renew your membership to HotelExecutive on a continuing basis and to charge your credit card (or other payment means you have selected) to pay for the ongoing cost of your membership. You hereby further authorize HotelExecutive's Internet Payment Service Provider to charge your credit card (or other approved payment means you have selected) for any and all purchases of products, services and entertainment provided to in, at, through or in association with HotelExecutive.

13. PRIVACY POLICY

The following is the Privacy Policy for HotelExecutive

We can be reached via telephone, email, or online at our contact page. When you visit our site we do not log any information regarding your domain or email address. Information Sharing: We do not share user information with any third parties other than via press release distribution as described below.

Hotel Newswire is a newswire service that distributes press releases on behalf of our users. If you decide to submit a press release for distribution through our system we will transmit your entire press release including any personal information therein contained to our media contacts and online distribution points including search engines. This is the only redistribution of your information that we engage in. Your submission of press releases through our system indicates consent with this policy. The information we collect during your registration process is used to notify users about updates to our service and inform users of any special events hosted by Hotel Newswire. This information is not shared with other organizations for commercial or non-commercial purposes.

Cookies: Our system requires the use of cookies to enable the user to log back into our website to access information from the newswire, without having to log in each time using the required username and password.

If you do not want to receive email from us in the future, please let us know by following instructions included in our communication with you. Users who supply us with telephone numbers online may receive telephone contact from us regarding their account, or informing them of new products and services available on the HotelExecutive website. If you do not wish to receive such telephone calls, please edit your account and remove your phone number from your account profile. This can be done from your user account menu.

Ad Servers: We do not partner with or have any relationship with any ad server companies. From time to time, we may use customer information for new uses not previously disclosed in our privacy notice. If our information practices change at any time, we will post the policy changes to our website to notify you of these changes and provide you with the ability to opt out of these new uses. If you are concerned about how your information is used, you should check back at our website periodically.

Upon request we provide site visitors with access to all information (including proprietary information) that we maintain about them. Users can access this information by logging in to their account.

Security: We always use industry-standard encryption technologies while transferring and receiving user data exchanged with our site. We have appropriate security measures in place in our physical facilities to protect against the loss, misuse, or alteration of information that we have collected from you on our site. We do not store credit card information in our systems.

If you feel that this site is not following its stated information policy, you may contact us.

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